Office Assistant / Scheduling Coordinator – Music School

Job Summary

Amabile School of Music is seeking a highly organized, tech-comfortable Office Assistant / Scheduling Coordinator to manage complex lesson scheduling and daily operations at our Moraga location.

This is not a receptionist or basic front desk role. The position is primarily responsible for coordinating teacher schedules, managing student lesson calendars, handling frequent schedule changes, and ensuring smooth daily operations across staff, students, and families.

This role requires strong attention to detail, fast problem-solving, and the ability to manage multiple moving schedules in a structured but fast-paced environment. Candidates who are not comfortable with scheduling systems, frequent communication, or afternoon/evening hours should not apply.

Qualifications – Office Assistant / Scheduling CoordinatorRequired Qualifications

• Minimum 1–2 years of scheduling, office administration, or customer service experience
• Strong experience handling high-volume scheduling, calendar coordination, or appointment management
• Excellent written and verbal communication skills
• High level of comfort with computers, scheduling systems, email, and data entry
• Proven ability to manage multiple schedules simultaneously with accuracy
• Strong organizational skills and attention to detail under time pressure
• Ability to work independently with minimal supervision
• Must be available Monday–Friday, 1:00 PM – 8:00 PM (required)

Preferred Qualifications

• Experience in school administration, medical/dental office, hospitality, retail, salon, or other high-volume scheduling environment
• Experience working with children, families, or education-based environments
• Prior use of scheduling software or CRM systems

Responsibilities – Office Assistant / Scheduling Coordinator

• Coordinate and maintain all teacher and student lesson schedules
• Manage daily schedule changes including cancellations, makeups, and rescheduling
• Maintain accurate calendars, attendance records, and scheduling systems
• Communicate schedule updates clearly and quickly with teachers, families, and staff
• Support student enrollment, registration, and onboarding processes
• Handle phone calls and emails with a strong focus on scheduling accuracy and clarity
• Ensure daily studio operations run smoothly during peak afternoon/evening hours
• Support administrative tasks and assist Director with operational needs
• Maintain an organized and structured scheduling system at all times

Benefits & Perks

• $22.00 – $26.00 per hour
• Paid time off
• Employee discount
• Consistent weekday afternoon/evening schedule (no traditional 9–5 office hours)
• Opportunity for growth into Office Manager / Operations Manager role (expanded responsibility over scheduling systems, staff coordination, and studio operations)
• Direct involvement in running daily operations of a growing music school

About Amabile School of Music

Amabile School of Music is a growing music education studio dedicated to providing high-quality instruction in a structured and supportive environment. With locations serving the Bay Area since 2008 and continued expansion in Moraga, we focus on delivering an excellent experience for students, families, and instructors.

We value reliability, communication, organization, and consistency in daily operations. Our team works closely together to ensure schedules run smoothly and students receive a high-quality learning experience.

Pay: $22.00 - $26.00 per hour

Benefits:

• Employee discount
• Paid time off

Application Question(s):

• Does the 1 to 8pm shifts work for you on a long-term basis?
• Explain why you think you are the best candidate for this job?

Education:

• Bachelor's (Preferred)

Experience:

• Office: 1 year (Required)
• Customer Service: 2 years (Required)

Location:

• Moraga, CA 94556 (Preferred)

Work Location: In person